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About the Role

The Office Assistant will greet clients, answer the telephone, oversee the day-to-day operations in the office and support the interdisciplinary team by providing programmatic and clerical support. This role is crucial for maintaining smooth office operations and ensuring a client-centered approach.

Responsibilities

• Greet those entering the office and direct visitors to the appropriate location.
• Answer the phone and transfer calls or relay information consistent with confidentiality guidelines.
• Screen staff, clients, and visitors, ensuring compliance with COVID protocols.
• Oversee day-to-day office operations, including inventory and requisition of office supplies and upkeep of office equipment.
• Maintain relationships with cell phone vendors, track cell phone delivery, and deactivate phones for exited clients or lost/stolen phones.
• Maintain and oversee inventory for MetroCard, program snacks, and client incentives.
• Perform weekly reconciliation of fiscal logs for MetroCard replenishment.
• Assist vendors with questions or direct them to the appropriate person.
• Work closely with supervisors and the interdisciplinary team.
• Serve as a general resource of information for employees and visitors.
• Comply with HIPAA requirements and ensure client confidentiality.
• Enter and retrieve relevant information using the database.
• Complete special projects as assigned by senior leadership.
• Track inventory levels for efficient supply ordering.
• Coordinate incoming and outgoing deliveries and courier services.
• Assist in the maintenance of inventory for small office supplies and equipment.
• Review and submit employee supply and work requests for approval.
• Respond to and record reports of environmental hazards, alerting relevant managers.
• Maintain general tidiness and cleanliness of the work area.
• Help maintain a positive work atmosphere for staff and clients.
• Perform other duties as assigned.

Requirements

• Ability to exercise sound and quick judgment.
• Effective written and verbal communication skills, using tact, discretion, and diplomacy.
• Ability to communicate with clients using a trauma-informed lens and person-centered approach.
• Excellent time management skills and ability to multi-task in a fast-paced environment.
• Proficiency in Microsoft Office Suites, primarily Microsoft Excel and Microsoft Outlook.
• Applicants with lived experience as formerly justice-involved or impacted are encouraged to apply.
• Internal Applicants must be in their current role for at least 1 year and in good standing (no disciplinary action within last 90 days) to be eligible apply.

Skills

• Client-centered approach
• Clerical support
• Programmatic support
• Microsoft Office Suites
• Microsoft Excel
• Microsoft Outlook
• Time management
• Multi-tasking
• Communication (written and verbal)
• Tact
• Discretion
• Diplomacy
• Trauma-informed communication
• Person-centered approach
• Judgment
• Inventory management
• Supply ordering
• Delivery coordination
• Database use
• HIPAA compliance
• Confidentiality
• Fiscal log reconciliation

Location

• Kew Gardens, NY

Work Type

• Part Time
• Onsite

Experience Level

• Two years of experience working in an office environment (administrative assistant, office clerk, receptionist, secretary, or office assistant)
• Experience in a mental health clinic, legal office, or nonprofit organization preferred
• Familiarity with Alternative to Detention (ATD) and/or ATI programs and the criminal justice system preferred

Education Level

• High school diploma or equivalent required
• OSHA Certified 10 Certification

Salary/Compensations

• $30.22 per hour

Benefits

• Health, dental, and vision insurance
• Comprehensive mental health and wellness (EAP) plan
• Four weeks' vacation
• Paid holidays
• Retirement plan with employer matching contributions
• Professional learning and development opportunities (web-based, in-person, and in-house training)

About the Company

• The New York City Criminal Justice Agency (CJA) is a not-for-profit service and research organization operating in partnership with the New York City Mayor’s Office of Criminal Justice.
• CJA is the City’s main pretrial services agency, combining operations, pilot projects, and research.
• CJA utilizes procedural justice practices to provide pretrial services to over 100,000 persons arrested annually in New York City.
• Information collected is maintained in database systems used for research on arrestee characteristics, case processing, court outcomes, and criminal justice policy reforms.
• CJA’s programs operate 24/7 in criminal courts and detention facilities across the 5 boroughs of NYC, employing over 300 staff.
• The Queens Supervised Release Program serves individuals of all ages charged with felonies and misdemeanors who present a high likelihood of detention but risk failing to appear in court if released on recognizance.
• The program screens individuals for release, subject to conditions including contact with the program, substance abuse/mental health screening, and program monitoring.
• CJA values commitment to criminal justice reform, fairness and the presumption of innocence, and innovation in pretrial services.

Equal Opportunity

• The New York City Criminal Justice Agency is an Equal Opportunity Employer.
• CJA is committed to creating a diverse work environment and is proud to be an equal opportunity employer.
• We do not discriminate based on race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws.
• We encourage individuals of all backgrounds to apply.